Pay a bill from the Bills list

Typically, you pay bills on the Pay bills page. However, you can pay bills individually from the Bills list when the following conditions are met:

  • The bill was created at the same level.
  • The bill has been approved or does not require approval.
  • The bill is not on hold.
  • If you are using Release to pay, you previously released all line items in the bill.
  • The vendor is set up for your default payment method, if setup is required. For example, vendors must be enabled for services such as ACH, bank file, and check delivery.
  • If there is a default filter set for your Pay bills page, this bill is not excluded by that filter.
  • The amount of the bill is positive.
Subscription

Accounts Payable
User type

Business
Permissions

Bills: List, View

Pay bills - Run
  1. Go to the entity where the bill was created.
  2. Go to Accounts Payable > All > Bills.

  3. Select More actions > Pay at the end of the row.

    A Pay bills popup appears, with the bill ready to be selected for payment .

    • Verify that the bill state is Posted or Partially paid.

      If the state is Submitted or Partially approved, you need to wait until it’s approved (Posted) before you can pay it.

    • Make sure that you are at the same level where the bill was created.

      If you are at the entity level, go to the Bills list at the top level to pay a bill that was created there.

    • Verify that the bill is not on hold and that all line items have been released to pay.

      Line items need to be released only when you have Release to pay enabled.

  4. In the Pay bills popup, do the following:

    1. Select the payment options that you want to use, such as the Payment method, Bank currency, and Bank.
    2. Select the bill in the list.

    3. Optionally, apply available credits.

      Select Apply credits to apply all credits available. To apply a portion, edit the Credits to apply amount, or drill down into Line details and apply credits to line items selectively.

    4. To pay a portion of the bill, edit the Amount to pay.

    5. Do one of the following:

      • Select Pay now to create a payment request.

      • Select Add to outbox to create a draft payment request for later.

        If you have existing payments for this vendor in the Outbox, Intacct might ask if you want to merge the bills selected with the existing payment. The payments must have the same payment method, payment date, bank, and currency, and the payment request method must not be Generate one request per bill.

    6. If the Add more details popup window appears, update the Memo, Document number, and Amount paid by bank as needed.

      Memo and Document number are recommended, but are not required.

  1. Go to Accounts Payable > All > Bills.

    The Bills list appears. Bills that are eligible for payment from this page show a Pay link at the end of the row.

    • Verify that the bill state is Posted or Partially paid.

      If the state is Submitted or Partially approved, you need to wait until it’s approved (Posted) before you can pay it.

    • Make sure that you are at the same level where the bill was created.

      If you are at the entity level, go to the Bills list at the top level to pay a bill that was created there.

    • Verify that the bill is not on hold and that all line items have been released to pay.

      Line items need to be released only when you have Release to pay enabled.

  2. Select the Pay link next to the bill you want to pay.

    A Pay bills popup appears, with the bill ready to be selected.

  3. In the Pay bills popup, do the following:

    1. Select the payment options that you want to use, such as the Payment method, Bank currency, and Bank.
    2. Select the bill in the list.

    3. Optionally, available credits.

      Select Apply credits to apply all credits available. To apply a portion, edit the Credits to apply amount, or drill down into Line details and apply credits to line items selectively.

    4. To pay a portion of the bill, edit the Amount to pay.

    5. Select one of the following:

      • Select Pay now to create a payment request.

      • Select Add to outbox to create a draft payment request for later.

        If you have existing payments for this vendor in the Outbox, Intacct might ask if you want to merge the bills selected with the existing payment. The payments must have the same payment method, payment date, bank, and currency, and the payment request method must not be Generate one request per bill.

    6. If the Add more details popup window appears, update the Memo, Document number, and Amount paid by bank as needed.

      Memo and Document number are recommended, but are not required.

Next steps

Payments that require approval are ready to be approved by users with the appropriate permissions on the Approve Payments page.

For payments that have been approved or did not require approval, the next step is based on the payment method:

  • Record transfer (EFT and manual checks), cash, Vendor Payments powered by CSI, and credit card payments are immediately posted.

  • Checks, ACH payments, and Bank file payments, which are all managed within Sage Intacct, require action on your part before the payment is posted.

The following table shows the next steps to take for payments managed within Sage Intacct:

Steps to change the payment status based on the payment method

Workflow step

Check or Joint check payments

ACH payment

Bank file payment

To move the payment status from Approved to Delivered

Print the check from the Print checks page.

Generate the ACH file in the Cash Management application.

If you're using a NACHA-compliant bank file, follow the procedures for bank files.

Generate and download the bank file in the Cash Management application.

To move the payment status from Delivered to Complete

Confirm the check on the Print checks page.

Confirm and post the ACH file.

Upload the file to the bank portal and confirm it.

Learn more about the payment request workflow.

Solutions to try if you receive an error

Try the following solutions if you receive the error, "Because of bill or vendor validations currently in place, you cannot pay this bill from the Bills list. Try paying this bill from the Pay bills page."

Resolving payment failures
Problem Solution
Bill was not created at the same level. Slide into the entity where the bill was created and pay the bill there.
Bill is on hold. Remove the hold before paying the bill.
One or more line items are not released for payment. Pay the bill after all line items are released, or pay the bill from the Pay bills page where you can pay a portion of the bill.
Vendor is not set up for your default payment method. For example, ACH or bank file, or check delivery. Pay the bill from the Pay bills page and select a different payment method. When you select a payment method that requires vendor set up, only bills from vendors configured for that payment method appear in the list.
Your default Pay bills filter excludes this bill. Pay the bill from the Pay bills page and select a different filter to load bills.